2018 BBQ AUSTIN TEAM HANDBOOK & CONTEST RULES - Rodeo Austin
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2018
BBQ AUSTIN
TEAM HANDBOOK &
CONTEST RULES
RODEO AUSTIN™
9100 Decker Lake Road, Austin TX 78724
(512) 919-3000
THIS HANDBOOK IS SUBJECT TO CHANGE. PARTICIPATING TEAMS WILL RECEIVE
ELECTRONIC NOTIFICATION OF ANY CHANGES.
Rodeo Austin Executive Committee and BBQ Austin Chairman reserve the right to make additional rules and
regulations as situations warrant. Decisions of the BBQ Austin Chairman are final.
Last Edition: 10/23/2017
Miller Lite is the official beer of BBQ Austin. If your team is interested in learning more about sponsorship opportunities or product donations directly
from Miller Lite, please contact Mario Chapa at mchapa@capitolwright.com
Table of Contents
COVER PAGE
2018........................................................................................................................................................ 1
BBQ AUSTIN .................................................................................................................................... 1
TEAM HANDBOOK & .................................................................................................................... 1
CONTEST RULES ............................................................................................................................ 1
Last Edition: 10/24/2017 ......................................................................................................................................1
Miller Lite is the official beer of BBQ Austin. If your team is interested in learning more about sponsorship
opportunities or product donations directly from Miller Lite, please contact Mario Chapa at
mchapa@capitolwright.com .................................................................................................................................1
WELCOME STATEMENT............................................................................................................ 5
PARTICIPATION GUIDELINES .......................................................................................................................6
CONTACT INFORMATION ......................................................................................................... 6
TEAM INVITATIONS.................................................................................................................... 6
SPECIAL INVITATIONS ................................................................................................................. 7
SANCTIONING ................................................................................................................................ 7
JUDGING PROCESS ........................................................................................................................ 7
TEAMS .............................................................................................................................................. 8
DONATION JARS ............................................................................................................................ 8
COOKING EQUIPMENT ................................................................................................................. 8
COOKING RULES ........................................................................................................................... 8
CONTESTS ........................................................................................................................................... 9
BRISKET CONTEST ........................................................................................................................ 9
CHICKEN CONTEST ....................................................................................................................... 9
RIB CONTEST .................................................................................................................................. 9
BEAN COOKING CONTEST .......................................................................................................... 9
BLOODY MARY CONTEST ......................................................................................................... 10
DAVID KITCHENS JACK POT COOK-OFF ................................................................................. 10
TOP FUND RAISER ....................................................................................................................... 10
MOST ELABORATE RIG .............................................................................................................. 10
MOST HARDWORKING PIT ........................................................................................................ 10
HOSPITALITY ................................................................................................................................ 10
TEXAS STATE CHAMPIONSHIP INVITATIONAL................................................................... 10
PRIZES ................................................................................................................................................ 10
2
TEAM PHOTOGRAPHS .................................................................................................................... 11
CONTEST HOURS & TEAM CHECK-IN ........................................................................................ 11
TEAM MOVE-OUT ............................................................................................................................ 12
PLANNING YOUR PARTICIPATION.............................................................................................. 12
ICE PURCHASES ............................................................................................................................... 13
CONTEST AREA ADMISSION ........................................................................................................ 13
PARKING ............................................................................................................................................ 13
DESIGNING YOUR TEAM SPACE .................................................................................................. 14
MUSIC / BANDS ................................................................................................................................ 15
AMENTITIES .................................................................................................................................... 15
SPACE LAYOUTS AND OCCUPANCY CALCULATIONS .......................................................... 15
TENT INFORMATION ...................................................................................................................... 17
Texas Disposal Systems ....................................................................................................................... 18
MOTORIZED VEHICLES .................................................................................................................. 19
ANIMALS ........................................................................................................................................... 19
OTHER ................................................................................................................................................ 20
CITY AND COUNTY REGULATIONS ............................................................................................ 20
ALCOHOL MANAGEMENT............................................................................................................. 21
LEGAL ENFORCEMENT AND SUMMARY................................................................................... 22
ATTACHMENT I: ALCOHOL BIRTHDAY SIGN (Print this!) ..................................................... 24
ATTACHMENT II: BBQ AUSTIN – 2017 RESULTS ..................................................................... 25
MOST ELABORATE RIG .................................................................................................................. 28
TEAM PHOTOGRAPHS: ................................................................................................................... 28
ATTACHMENT V: BBQ AUSTIN - 2017 EVENTS SCHEDULE.................................................. 29
....................................................................................................................... 29
BBQ AUSTIN - A Rodeo Austin Production .................................................................................. 29
March 2-3, 2018 ................................................................................................................................ 29
2018 EVENTS SCHEDULE ............................................................................................................. 29
.................................................................................................................................... 29
WEDNESDAY, 2/1/2018 .............................................................................................................. 29
THURSDAY, 3/1/2018 .................................................................................................................. 29
3
FRIDAY, 3/2/2018 ......................................................................................................................... 29
SATURDAY, 3/3/2018 .................................................................................................................. 30
SUNDAY, 3/4/2018 ....................................................................................................................... 31
ATTACHMENT VI: TEMPORARY FOOD SETUP AND FIRE DEPARTMENT INFORMATION
.............................................................................................................................................................. 32
4
WELCOME STATEMENT
Dear Cookers:
Please consider this your invitation to participate in BBQ Austin, held on March 2-3, 2018.
BBQ Austin is the weekend prior to Rodeo Austin which runs March 10-24, 2018. The
mission of BBQ Austin is to support the mission of Rodeo Austin: Promoting Youth
Education – Preserving Western Heritage. The teams are encourage but not required to
have lots of fun serving food to the general public for donations while competing in the
various competitions under the judge’s tent.
To compete, you will need to complete the 2018 Official Team Registration and submit it
with full payment by January 30, 2018.
Please take the time to ready this entire BBQ Team Handbook. In addition to BBQ Austin
Contest Rules, you will find information such as the 2018 Events Schedule, 2017 BBQ
Austin Results, and Team General Information. You will also find important information
from TABC, the Travis County Fire Department, and the Austin/Travis County Health &
Human Services Department Environmental Health Services Division.
If you have friends who would like information on how to participate in BBQ Austin, please
send their name and address to us via mail, e-mail, and/or phone.
On behalf of the entire BBQ Austin Committee, thank you for your continued support.
We look forward to seeing you in March!
Sincerely,
Ashley Higginbottom,
BBQ Team Registration
(512) 744-3725
bbqaustinteams@gmail.com
5
PARTICIPATION GUIDELINES
CONTACT INFORMATION
The following Rodeo Austin (the "Show") staff member supports BBQ Austin, a Rodeo Austin production,
(the "Contest") operations and is available, in addition to Team Registration, to assist teams as they plan their
participation in the Contest.
Ashley Higginbottom,
BBQ Team Registration
(512) 744-3725
bbqaustinteams@gmail.com
Alyssa Dotson, Staff Liaison
Rodeo Austin
9100 Decker Lake Rd.
Austin, TX 78724
Phone: (512) 919-3001 E-mail: alyssa@rodeoaustin.com
The 2018 BBQ Austin Cook-off Committee (the "Committee") management team is made up of the following
dedicated Rodeo Austin volunteers:
BBQ Austin Past President Liaison Brian Lehne
BBQ Austin VP Liaison Keith Berdoll
BBQ Auction & Concert Chair Brad Boyett
BBQ Auction & Concert Vice-Chairs Paul Hermesmeyer, Wanda Hawkins, Laura Culin
BBQ Austin Chair Shayne Lockhart
BBQ Austin Vice-Chair Nola K. Plumb
BBQ Austin Vice-Chair Oscar Montoya
BBQ Austin Vice-Chair Rick Plumb
Treasurer Susan Dorsey
BBQ Judging Wanda Hawkins
Meat Inspectors Mickey Dorsey & David Lord
Volunteer Coordinator Dewy Brooks
Committee Members Laura Culin
TEAM INVITATIONS
This cook-off is an open invitation cook-off. Contestants are encouraged to cook meat for public sampling.
Teams are encouraged to participate in acquiring donations for the Committee in team space through the use of
a donation jars (provided by the Committee) for the public samplings provided by the Team. Teams may also
donate as many items to BBQ Auction & Concert as they wish for fundraising. The amount of money raised
for their top two auction item(s) will be credited to the team's donation jar total.
Entry forms can be found at www.BBQAustin.com. All other information regarding BBQ Austin can be found
at www.rodeoaustin.com
6SPECIAL INVITATIONS
BBQ Austin has organized the Texas State Championship Cook-off for some of the major Texas Cities to
send their best teams to compete against each other. The Show extends invitations to the BBQ Grand
Champion winners of the San Antonio Stock Show, the Houston Livestock Show and Rodeo, San Angelo
Stock Show & Rodeo, State Fair of Texas, Lone Star Barbeque Society, and a few other distinctive Texas
competitions to compete in the Champions Division. In exchange, these contests extend invitations to the
winner of BBQ Austin. The Chief Cook provided to the Show as the winner by the participating reciprocity
contests must be the same that competes in the Champions Division. Each team in the Champions Division
must enter three (3) turn-ins consisting of: one (1) chicken, one (1) rib, and one (1) brisket for judging. Each
team has the option of entering any other BBQ Austin contest categories they want to; however, the team will
be required to pay the additional fee for same. Also, if a team wants more than the one (1) space extended to
them, they have to pay for the additional spots. Each team is encouraged to participate in the Donation Jar
Fundraising for BBQ Austin. We request that all teams be available for media opportunities as it relates to the
Champions Division.
If the winner of the previous year's BBQ Austin participated on a special invitation, they will automatically
receive an invitation to the current year Contest. So, the team may defend their title. If the winner of the
previous year's Contest is a regular team (not on a special invitation), they will also be offered a space in the
Champions Division in addition to their regular team space and the foregoing special rules will also apply.
Any and all discrepancies of a condition above should be submitted in writing to the Rodeo Austin Office and
will be handled on a case by case basis. All final decisions will be decided by Rodeo Austin and the BBQ
Austin Committee.
SANCTIONING
BBQ Austin is sanctioned by the Lone Star Barbecue Society and abides by all its’ regulations and
requirements. All contests are ran by a number ranking system designated by the Judges at each contest. Every
contest is done by “blind tasting”. All containers are marked with tickets, in exactly the same way on all of the
containers. These containers are given to each of the Chief Cooks, who are required to sign the ticket
stub/portion that he/she keeps from the container. This signed ticket is required to be presented by the Chief
Cook when claiming any prize or winning, via a number presentation/announcement.
JUDGING PROCESS
1. The samples will be randomly taken from the insulated storage boxes and placed at the judging tables by
BBQ Austin Committee Judging personnel, who stay with the samples:
to ensure that the judges do not discuss the samples
that all samples are judged
that the judging slips are completed correctly
2. Judges are provided food to cleanse their palate between samples.
3. Each sample is evaluated on its own merit, not compared to other samples.
4. The samples will be scored by judges on the basis of sight, texture, smell, tenderness, and taste.
5. The highest score in each meat category will be awarded category winner.
6. The highest overall combined score for Brisket, Ribs, and Chicken is awarded the BBQ Austin Grand
Champion.
7. Texas State Championship Contestants compete in the same contests/categories with the rest of the BBQ
Austin Contestants. However, the Texas State Championship Teams are given a score for where their
7entry places in the top 10 spots of the Brisket, Chicken and Ribs contests (1-10, 10 being the highest). The
highest overall combined score is awarded the Texas State Grand Champion. If there is a tie, the Brisket
score is used as the tie breaker.
TEAMS
A Contestant or Team consists of ONE (1) Chief Cook and up to TWO (2) Assistant Cooks. Each team must
have a BBQ pit.
Chief Cooks
Each space with an entry must have a unique Chief Cook.
A Chief Cook may not cook for multiple teams or multiple spaces.
DONATION JARS
Each team will be issued a donation jar. Teams should encourage their guests to contribute to the donation jar.
The BBQ Austin Treasury Sub-Committee will collect the funds from the jars throughout BBQ Austin. The
Top Fund Raiser award will be based on the donation jar collections. Removal of funds from these jars is
strictly prohibited and will be grounds for immediate disqualification and expulsion. No other donation
receptacles are allowed on the cook-off grounds. Donations will not be counted in any team's space. BBQ
Austin Treasury Sub-committee members will transport all donations to the bank building for tabulation. No
Exceptions.
No fund-raising activities, other than activities to generate funds to add to the Team’s donation jar, will be
allowed in team contest space during BBQ Austin without advance approval from the BBQ Austin Chairman.
Teams should contact Team Registration to seek approval.
COOKING EQUIPMENT
1. Contestants must supply all needed equipment and supplies and comply with the City of Austin Health
Department Temporary Food Service Guidelines. Fires must be wood or wood substance. No electric or
gas fires are allowed. Holes or dug pits are not allowed. Each team must have at least one 10lb fire
extinguisher that is readily accessible by all team members. No flammable materials (i.e. hay) can be
within 10 feet of your pit. All tents must meet the Travis County Fire Department regulations. If you will
have a tent, please contact Ashley Higginbottom for the requirements for tents.
2. Each team must have at least one pit (1), but may use the number they deem appropriate.
3. Teams may not share pits with other teams.
4. If a team has multiple spaces and wishes to have multiple pits, they may be located anywhere within those
contiguous spaces.
COOKING RULES
1. Only fires from wood or wood substance (no electric or gas) are permissible.
2. Prior to tagging, the meat may not be cooked, salted, seasoned, or marinated. No garnish is allowed.
3. Teams may trim tagged meat after inspection and tagging.
4. Each team must cook beef brisket, pork ribs, or chicken.
5. Teams may cook two separate pieces of the same type of meat (e.g., two slabs of ribs, two chickens, or
8two briskets). If a team elects to cook two pieces of meat, both pieces must be tagged by the Contestant
Supervisor. All entries (Preliminary and Final) must be cut from the tagged meat in the presence of the
Contestant Supervisor.
6. Each team must use the container provided by BBQ Austin, as it is provided to the team, no other
containers will be accepted, judged or scored.
7. Chief Cooks will need to pick up and sign for their Containers on Friday afternoon. Time will be
determined later.
8. Sauce must be glazed, or cooked onto the meat entry. No pooled sauce or side sauce in the provided
sample container is permitted.
9. The container MUST NOT BE marked in any way (e.g., a good luck kiss with lipstick, a thumbprint of
the cook, pen marks, etc.)
CONTESTS
BRISKET CONTEST
(REQUIRED CONTEST AND ONLY 1 ENTRY PER TEAM ALLOWED.) Contestants will provide their
own brisket. Only one (1) meat will be judged per contestant. However, two (2) meats must be tagged and
cooked.
All briskets will be inspected and officially tagged by the Meat Inspector(s). No brisket can be put on the pit
prior to 6:00 p.m. on Friday. Pre-cooked, pre-salted, pre-marinated, or pre-anything meat is not allowed.
Please, no sauce on or with the meat when presented or delivered to the Judges, or the entry will be
disqualified!
The official Meat Inspector's Tag must be in place in a portion of your brisket and put in the turn-in container.
Judging will begin when contest meat has been delivered to the Judge's area. Chief Cooks are responsible for
keeping the signed ticket stub assigned to your contest meat. Contest meat should be submitted without any
garnishing or any other addition items other than the brisket. Any contest meat submitted with any garnishing
is subject to disqualification.
CHICKEN CONTEST
(REQUIRED CONTEST AND ONLY 1 ENTRY PER TEAM ALLOWED.) Contestants will provide their
own chicken. Chickens may be cooked, however you want, as long as they are cooked on the pit. Please place
both halves of a whole chicken in the contest container. No garnishment or any additional items other than the
chicken should be put into the contest container. Any chicken that is submitted with any garnishments will be
disqualified.
RIB CONTEST
(REQUIRED CONTEST AND ONLY 1 ENTRY PER TEAM ALLOWED.) Contestants will provide their
own ribs (2 Racks of Pork Spare Ribs. NO baby back or country style ribs). Ribs may be cooked however
you want, as long as they are cooked on the grill. Contestants should turn in at least one rack worth of rib in the
container. No garnishment or any additional items other than ribs should be put into the contest container. Any
ribs that are submitted with any garnishments will be disqualified.
BEAN COOKING CONTEST
(NOT REQUIRED. SANCTIONED AND ONLY 1 ENTRY PER TEAM ALLOWED.) Pinto Beans are
judged on taste! Beans may be pre-soaked but must be cooked on the pit. No pre-cooked beans will be allowed.
Remember they must be pinto beans. Cook at least one pound. Use regular spices only. Contestants may add
ham-hocks, bacon, etc...for seasoning while beans are cooking, however, NO MEAT or anything larger than
the bean will be allowed in the judging cup.
9BLOODY MARY CONTEST
The Bloody Mary entries will be judged on taste and showmanship (container). Entry can be placed in any
container, however no distinguishable marked containers, such as with the name of the team or team logo. Only
vodka will be permitted as the alcohol ingredient. May use pre-mixed juices. Regular spices only. Bring entry to
Judges Tent for check-in and judging.
DAVID KITCHENS JACK POT COOK-OFF
Contestants receive container for your "contest dish" which may be any type of "dish" cooked on a grill -- from
rattlesnake to prime rib, anything goes (but no desserts)!! A team may enter more than one "contest dish",
however, each additional "contest dish" costs an additional entry fee. Teams may begin cooking their Jack Pot
Cook-Off "contest dish" at any time, after arriving on the BBQ Austin Grounds.
TOP FUND RAISER
Awarded to the BBQ Team raising the most donations prior to and during the weekend of BBQ Austin. Each
team will be given a Donation Jar for display in their contest area to collect donations from visitors and the
general public. No fundraising activities will be allowed at BBQ Austin other than activities to generate
funds to add to the Team’s donation jar, without advance approval from the BBQ Austin Chairman.
Contact Team Registration to submit request.
MOST ELABORATE RIG
Judged secretly by a group of celebrity judges. Judging is based solely on the team's rig and/or BBQ pit.
MOST HARDWORKING PIT
Judged secretly by a group of celebrity judges. Judging is based on the team's pit.
HOSPITALITY
Awarded to the BBQ team that shows the most hospitality to the general public.
TEXAS STATE CHAMPIONSHIP INVITATIONAL
Major Texas Cities send their best teams to compete against each other to become the Texas State Grand
Champion.
PRIZES
Brisket Contest 1st Place - $2000, trophy, and banner;
2nd Place - $1000 and trophy;
3rd Place - $500 and trophy;
4th – 10th Places will receive trophies.
Chicken Contest 1st place – Prize money (75% of the total entry fees), trophy, and banner;
The remaining 25% will be credited to the Winner’s Donation Jar.
2nd and 3rd place will receive trophies.
Ribs Contest 1st place – Prize money (50% of the total entry fees), trophy, and banner;
The remaining 50% will be credited to the Winner’s Donation Jar.
2 and 3rd place will receive trophies.
nd
Beans Contest 1st place – trophy and banner;
2nd and 3rd place will receive trophies.
Bloody Mary Contest 1st place – trophy and banner;
2nd and 3rd place will receive trophies.
David Kitchens Jack Pot 1st place – Prize money (50% of the total entry fees), trophy, and banner;
Cook-off The remaining 50% will be credited to the Winner’s Donation Jar.
2nd and 3rd place will receive trophies.
Top Fund Raiser for Team 1st – 5th Places will receive trophies.
10Total
Top Fund Raiser per Team 1st Place – trophy.
Space
Most Elaborate Rig Winner will receive trophy.
Most Hardworking Pit Winner will receive trophy.
Hospitality Trophies will be awarded to the top three teams.
BBQ Austin Reserve Grand Winner will receive trophy.
Champion
BBQ Austin Grand Winner will receive a trophy and a banner (to represent BBQ Austin
Champion for the following year at contests listed in the Winner’s Purse).
Winner will also receive the following Winner Purse:
1. Invitation to the National Barbeque Cook-off in Meridian, TX;
2. Invitation to the American Royal Invitational;
3. An entry into the lottery for a spot at the Jack Daniel’s World
Championship Invitational Barbeque;
4. A spot at the Houston Livestock Show & Rodeo – World’s
Championship Bar-b-que in the Champions Corner;
5. A spot at San Antonio Stock Show Barbeque Cook-off &
Festival;
6. A spot at the State Fair of Texas in Dallas, TX;
7. A spot at the San Angelo Stock Show & Rodeo; and
8. A spot at BBQ Austin the following year in our Champions
Division.
Texas State Reserve Grand Winner will receive trophy.
Champion
Texas State Grand Winner will receive a trophy, a banner, and a spot at the National BBQ
Champion Battle in Washington, DC to represent the State of Texas.
TEAM PHOTOGRAPHS
A professional photographer will be on the cook-off grounds to take team photographs on Friday, March 2, 2018
and Saturday, March 3, 2018. Please have teams as complete as possible for the photograph.
CONTEST HOURS & TEAM CHECK-IN
1. BBQ Austin is open to the general public and guests of team members at the following times:
Date Time
Friday, March 2, 2018 11:00 a.m. to 12:00 a.m.
Saturday, March 3, 2018 11:00 a.m. to 12:00 a.m.
2. Only team members engaged in setup or teardown activities may be inside the Contest grounds when the
Contest is not open to the general public. Teams may not host private events in their space prior to
11:00 a.m. on Friday, March 2, 2018.
3. Teams may begin check-in to the BBQ Austin Grounds beginning at 2:00 p.m. on Wednesday,
2/28/2018. ALL CONTESTANTS MUST BE CHECKED IN BY 10:00 A.M. FRIDAY, 3/2/2018, to
be eligible to compete in BBQ Austin.
114. Each vehicle will be allowed 30 minutes to unload during setup. Once a vehicle is unloaded, it must be
removed from BBQ Team area, unless you intent for it to be in your team space the entire cook-off.
If so, move it in place within your team space.
5. If you are asked to move your vehicle and it is not moved in a timely manner, it will be towed at the
owner's expense.
6. BBQ Team Registration will meet the team at the team space during the move-in period and be available
to assist the team with move-in questions.
7. All teams must be prepared for an inspection by the Austin/Travis County Health & Human Services
Department and the Fire Marshall by no later than noon on Friday, March 2, 2018.
TEAM MOVE-OUT
1. Teams must notify equipment and tent vendors that the move-out deadline is 6:00 p.m. on Sunday, March
4, 2018. If any team has a problem with meeting this deadline, please contact Team Registration to
discuss.
2. Each team is responsible for ensuring that all equipment, structures, and trash are removed from the team
space upon move-out. Any team failing to comply may forfeit future invitations and may be billed for
clean-up services.
3. Teams may not completely block the aisles at any time during move out. All aisles should remain
passable to vehicle traffic.
4. All trash should be placed in the dumpster prior to leaving the Contest grounds. Trash should not be left
in the streets to block vehicle traffic.
5. It is the team's responsibility to ensure their hired contractors are familiar with all Contest rules.
6. All tent stakes/pins are to be removed by the company that installed them and the asphalt repaired.
7. Aisles should remain passable at all times. Do not block aisles with your vehicles at any time.
PLANNING YOUR PARTICIPATION
A maximum contest space of 40' x 40' will be available for each team. All cooking facilities, rigs, props or
show articles must fit within your team's allotted contest space. That includes all tent stakes and trailer
hitches. Only one (1) vehicle will be allowed to remain within your contest space. All other vehicles must
be removed from BBQ Austin grounds by 6:00 p.m. on Wednesday, February 28, 2018, and Thursday,
March 1, 2018. We ask that all excess vehicles be removed from the BBQ Austin grounds within 30 minutes
of arrival. All vehicles must be removed out of the No vehicles will be allowed to enter after 10:00 a.m. on
Friday, March 2, 2018. Mobile homes, RV's, trailers, or similar vehicles (exclusive of your cooking rigs)
will be considered the ONE vehicle allowed to remain. Parking passes may be purchased from Ashley
Higginbottom (BBQ Team Registration) prior to the commencement of BBQ Austin. All equipment, pits,
tents, RV's etc. must be removed from BBQ Austin grounds before 6:00 p.m. on Sunday, March 4, 2018.
Anything remaining after that will be trashed. Any team that does not clean up their area after BBQ Austin
may be disqualified from future BBQ Austin Competitions.
NOTICE: Tent Staking Holes must be repaired. Teams are responsible for ensuring the contracted tent
company knows to repair holes with like material. If not, BBQ Teams will be charged for the cost of repair at
$20 per hole.
The Chief Cook will be held responsible for the conduct of his/her team, guests or invitees. As well, the Chief
Cook will be responsible for his team's compliance with the rules and regulations herein set forth. Excessive
use of alcoholic beverages will be grounds for disqualification. CONTESTANTS MUST NOT SELL
OR REQUEST DONATIONS FOR ALCOHOLIC BEVERAGES. MINORS ARE NOT ALLOWED
12TO CONSUME OR BE IN POSSESSION OF ALCOHOLIC BEVERAGES AT ANY TIME. Any team
member found in violation of this provision will be escorted from the property and the BBQ Team may
be disqualified. No glass bottles.
ICE PURCHASES
Ice will be available for purchase at $10.00 for a 40 lb. bag. Tickets may be ordered in advance on the Official
Entry Form or from the bank during BBQ Austin. Tickets must be presented to obtain ice. No cash will be
exchanged on the grounds between teams and a BBQ Committee Member. No other ice trucks will be allowed
on BBQ Austin grounds.
Ice delivery will be from 8:00 a.m. to 4:00 p.m. Teams may have to pick up ice from the Ice Station, after
4:00 p.m. due to safety concerns.
CONTEST AREA ADMISSION
Anyone entering the Contest area, including team members and team donors, must have an admission ticket,
or a Chief, or Assistant, Cook badge. A separate admission ticket is required for each day of the Contest,
Friday through Saturday. Chief Cooks are responsible for ensuring that all Team Representatives are aware
that admission tickets are required to enter the grounds.
General Admission
1. Admission tickets for BBQ Austin are $8.
2. Tickets are not required for Rodeo Austin committee members wearing their current year volunteer
badge.
3. Chief and up to two (2) Assistant Cooks must wear their Chief or Assistant Cook Badges/Ribbons on their
body and enter through Gate 2 Fairground Entrance, for free admission. Said badges may not be
transferred to another person.
PARKING
Parking Passes
1. Parking passes are required Friday through Saturday of Contest week.
2. Pre-ordered parking passes purchased by the Team Entry Deadline, January 31, 2018, will receive a
parking pass that provides access to parking through Gate 2.
3. Chief Cook will get a free parking pass.
4. Every vehicle must have a parking permit affixed to the automobile window during BBQ Austin.
5. Pre-ordered two (2) day parking passes purchased by January 31, 2018 are $20.00 each. After said date,
they are $25 each.
All preordered parking is mailed to the Chief Cook.
Parking may not be returned or exchanged.
RV Parking
1. Teams may purchase RV parking at BBQ Austin.
2. RV spaces are limited and available, to be sold on a first-come basis for $200 each.
3. No hook-ups, utilities or waste management services are provided at the RV lot.
4. RVs may be moved in at the following times:
13Date Times
Wednesday, February 28, 2018 2:00 p.m. - 7:00 p.m.
Thursday, March 1, 2018 9:00 a.m. - 6:00 p.m.
Friday, March 2, 2018 8:00 a.m. - 10:00 a.m.
5. RVs not moved in by Friday, March 2, 2018 at 10 a.m. will not be allowed on property.
6. RVs cannot be removed until after the awards ceremony on Sunday.
7. RVs must be removed by 6:00 p.m., Sunday, March 4, 2018, or it will be towed at owner’s expense.
8. RV parking passes may not be copied or reproduced in any fashion. Any team reproducing RV parking
passes will be banned from this and all future Contests.
9. RV parking passes may not be returned after purchased.
10. RVs inside 40x40 space counts as a vehicle. All RVs not in a 40x40 team space must purchase RV
parking.
Equipment Trailers Parking
Equipment trailers may be parked, at no cost to the team, at a designated lot at BBQ Austin.
Team Parking
1. A team may park one (1) passenger vehicles OR one (1) RV within its team space.
2. The vehicles must be parked no later than 10:00 a.m. on Friday, March 2, 2018.
3. The vehicle may not leave the team space, until after the Awards Presentation on Sunday.
DESIGNING YOUR TEAM SPACE
The Show provides only the space, minimum electricity, and a water connection; each team is responsible for
providing all other equipment and supplies.
Space and Size
The majority of the Contest spaces are 40' x 40'. All spaces are assigned by the Committee chairman at the
sole discretion of the Show. Space assignments are not guaranteed from year- to-year, and teams may be
moved.
Boundaries
Teams must fit all structures, equipment, supplies, etc., within the boundaries of their assigned team
space.
1. Teams may not extend, under any circumstances, into any utility alleys created between, behind or beside
team spaces. All power alleys and easements must be left clear and open at all times, including during
move-in.
2. Teams may not store supplies, equipment, etc. outside their assigned space before or during the Contest.
3. Any encroachment outside the assigned team space requires an approved variance request.
4. If a tent is to be staked, a team representative must be present while the tent is being erected to ensure the
tent is placed correctly in the space. If a tent is set up outside a team's space, the team bears all
responsibility for correcting the placement. If a team has a question about placement, they should contact
BBQ Team Registration.
General
1. All facades or temporary structures must be secured to the tent using metal straps.
2. Holes, dug pits, or open flames in boxes are not permitted. All pits must be diapered to prevent damage to
the surface of the parking lot.
143. Exterior decor and interaction with the public must be appropriate for viewing by a public audience of all
ages and may not consist of material having a political, religious, discriminatory, or lewd nature.
4. The committee chairman and Show management have the right to prohibit or require the
removal/cessation of any decor, signage, activity, or other materials/behaviors they determine detract
from the general character of the Show.
MUSIC / BANDS
Music, bands, and/or sound equipment within your team area is allowed but must be in place by 8PM. Due to
security concerns, bands will no longer be allowed to drive vehicles or trailers into the BBQ grounds during
hours when we are open to the public. Your team is required to identify a BAND Point of Contact. This
individual, in conjunction with the BBQ Austin Committee, will be responsible for escorting bands in
and out of the BBQ area. A list of bands and band members’ names will be provided to the gate security.
Band trailers will be directed to parking after unloading.
Excessively loud music and/or sounds which interfere with announcements, scheduled live bands and
entertainment on stage, or which intrudes upon or interferes with the comfort of fellow contestants, will
not be allowed or tolerated. Offenders will receive no more than two warnings from any BBQ Austin
Leadership Committee member, Rodeo Director, or Rodeo Austin Staff and non-compliance will be grounds
for disqualification from BBQ Austin and expulsion from BBQ Austin Grounds. Bands and team music
must be shut down by 12:00 AM.
1. Amplified music must be set to entertain the guests inside the team space only.
2. Horns or public-address systems are prohibited.
3. Teams playing excessively loud music will be asked to turn it down or off.
AMENTITIES
Electric hookups are available. Please bring extension cords and water hoses because the outlets may not be
adjacent to your space. Electricity will be supplied by generators placed at strategic locations throughout the BBQ
grounds. BBQ Austin is not responsible for any equipment damaged or destroyed by electrical power surges.
Water hookups are available in some spaces. Water is accessible for all. If your spaced does not have water
hookups within it, you are required to bring your own potable water containers to transport water to your space.
Should you need assistance transporting water, please contact the Committee.
Power alleys must remain clear and free at all times. Teams may not store or set equipment, supplies,
vehicles, etc. in these areas at any time or block access to a power alley. Any team blocking a power alley or
access to a power alley will be asked to clear it without objection.
SPACE LAYOUTS AND OCCUPANCY CALCULATIONS
Calculating Occupancy Load
Each team using a tented structure in their space will be required to calculate the occupancy load of the tented
structure.
1. The occupancy calculation and the load number must be included on the space layout.
2. The calculation and number must be available for immediate inspection by the Fire Marshal, BBQ Austin
Committee member and Show officials. Failure to fully cooperate with the Fire Marshal or Show officials
may result in immediate expulsion from the Contest and forfeiture of future invitations.
153. Teams must provide, if asked by the Fire Marshal, a 24" x 24" sign stating the occupancy load.
Sign must be placed inside the tent and near the main entrance or exit, in a highly visible location
where it may be easily identified and read.
The occupancy load must be printed in 4" red letters on a white background.
How to calculate the occupancy load:
1. Divide the square footage of the floor area of the tented structure using a number based on the contents of
that square footage of the tented space.
2. If the square footage of the tented area has:
Tables, Chairs, Stage, Bars ............................................. divide tent square footage by 15
Dance floor and chairs only ................................................ divide tent square footage by 7
Standing space only ...........................................................divide tent square footage by 5
3. Example: If you have a 1,200-square-foot tent and the square footage is used as follows:
Area Usage Square Feet Calculated Occupancy
Bar 50 50 / 15 =3
Standing space 50 50 / 5 = 10
Stage 200 200 / 15 = 13
Tables and chairs 450 450 / 15 = 30
Dance floor 450 450 / 7 = _____ 64 _____
Totals 1,200 square feet 120 occupants
Monitored Occupancy Count
Each team will be required to monitor headcount inside the tented structure and will restrict entry if the
headcount reaches maximum occupancy. The Fire Marshal may request a count at any time. Occupant load
of tents may be reduced if deemed unsafe by the Fire Marshal. Failure to fully cooperate with the Fire
Marshal may result in immediate expulsion from the Contest and forfeiture of future invitations.
Exit Space Instructions
Each team using a tented structure in their space will be required to meet the following rules with respect to
the number of exits and the placement of exits. The Fire Marshal will be on-site to review exit placement.
No exceptions to the rules below will be granted. Failure to fully cooperate with the Fire Marshal's
inspection and requests for modifications may result in immediate expulsion from the Contest and
forfeiture of future invitations.
Each tent with flaps or hard wall boundaries MUST have the appropriate number of entrances/exits based
on the occupancy calculation.
Minimum Number
Occupancy Entrance/Exits Minimum width
Up to 199 people two six feet each
200 to 499 people three six feet each
500 to 999 people four eight feet each
1000 to 1999 five ten feet each
2000 to 2999 six ten feet each
Exits must be spaced at least half of the tent diameter apart if they are placed on the same wall. (Example:
If a tent is 40 ft X 40 ft, then the diameter is 57 ft. Half the diameter equals 28.5 ft, so the exits must be
spaced at least 28.5 ft apart if they are both on the front wall of the tent.)
16Tent Size Minimum Exit Spacing
20' x 40' 22.5'
30' x 30' 21.5'
30' x 40' 25'
40' x 40' 28.5'
40' x 50' 32'
40' x 80' 45'
Other Exit Requirements
1. In limited cases with written permission, teams may be allowed to utilize an emergency exit along the
back wall closest to the utility aisle. This exit will only be opened to the public in an EMERGENCY
situation, and the team will be required to station security at that exit at all times to ensure it is not used at
any other time. If a team feels this option is necessary to comply with the fire code, the team must submit
a variance request to BBQ Austin Team Registration.
2. The required minimum width of each exit and equivalent pathway leading to the exit must be kept clear at
all times.
3. Exit flaps will not be laced closed.
4. All exits must be marked with a battery back-up luminous or self-luminous exit sign.
TENT INFORMATION
JUST SAY NO TO TENT STAKING
Tent companies are able to secure tents without driving holes into the ground. Teams are encouraged to discuss
with your contracted tent company the best approach. However, any holes made in the asphalt or ground must be
repaired with like material (asphalt, repair with asphalt, etc.). Please ensure the company you contract with is
aware of this requirement. Teams are responsible for the cost of repair. Holes left by the tent company will be
charged to the BBQ Team at a cost of $20 per hole.
All tents must have a fire-retardant certificate attached to the tent from installation to tear down. It is the
team's responsibility to ensure this is provided by the tent company at the time of installation.
Tents may be required to have a permit. Please check with your tent company to make sure any permit
requirement has been taken care of prior to setup.
Tent Setup
1. ALL TENTS MUST BE PERMITTED THROUGH TRAVIS COUNTY. Please contact Jeremy Trahan,
Deputy Fire Marshal at (512)854-4621. All tent permits will be due before set up is allowed. Permitting
will vary based on the size of the tent. Please see the attached document for specifications.
2. Tent Companies may begin set up on Monday, February 26, 2018. However, the tent company must
17coordinate it with Richard Kurtze – Rodeo Austin Operations.
3. A Team Representative must be present at the time of tent setup to help avoid mistakes. Please note, team
vehicles during tent setup should be limited to as few as possible, and as limited time as possible, so as
not to block aisles and other team tent setups.
It is each team's responsibility to ensure their tent is placed correctly before staking or driving
pins. If a tent is staked incorrectly, including encroachment into the neighboring team space or
utility aisle, corrections will be at the expense of the team.
If the tent dimensions do not conform to space dimensions, the team should seek a variance by the
variance deadline so that the space may be marked appropriately. The BBQ Austin Logistics
Coordinator should be contacted before staking or driving pins if the tent does not conform to the
marked space so that we may be involved in setup adjustments.
The Team Representative should ensure the tent company has posted identification inside of the
tent (4" X 8") at eye level near the main tent exit including the name of the tent company (owner),
owner representative and a 24/7 contact phone number.
The Team Representative should ensure that the team has a copy of the flame- retardant
certificate on hand at all times during move-in, the event, and move-out.
4. No tent drops or assembly is permitted in the aisles. The aisles must remain clear for traffic at all times.
5. The power easements need to remain clear at all times. No encroachments of any kind are permitted.
6. Vehicles:
Vehicles are not permitted to drive over power cables not protected by a cable cover at any time.
Tent company trucks may not block aisles. Tent companies must stagger parking to allow the
passage of vehicles. Once unloaded, the trucks should be moved to open areas while the company
continues with the setup work.
No vehicle parking is permitted in team spaces and vehicles may not be left unattended. All
vehicles on the grounds before the official team move-in should have a card or sign on the vehicle
windshield or dashboard with the name and contact number of the driver so that vehicles that
impede setup may be moved quickly. Be courteous to other teams and their hired contractors.
7. Tent Stakes/Pins:
All stakes and pins are to be driven perpendicular to the ground, not angled out into the adjacent
space, power alleys or public areas. If your tent company feels they need an exception, consult
with BBQ Austin Team Registration.
No tent poles may come into direct contact with the surface. A wooden or plastic block must be
placed under each pole.
All tent stakes and pins must be capped.
Texas Disposal Systems
The Show has selected TDS to service the waste management needs of the Contest area and all teams.
Port-a-lets & Holding Tanks
Port-a-lets, hand wash stations, and Holding Tanks are available for rental.
1. Complete area on Team Registration Document to order.
2. Teams may not move the Show's porta-cans from public areas to their team space. TDS and Committee
personnel will monitor the number of port-a-lets in each team space.
3. Please make every effort to have the appropriate number of port-a-lets for the comfort of guests and
sanitation of team space.
18Number of guests expected: Recommended port-a-lets:
100 2
150 3
250 4
500 6
1000 8
4. One hand wash station is recommended for every 250 guests.
5. Pump truck service runs will begin at 3:30 a.m. Friday, Saturday, and Sunday mornings and should be
completed by 10:00 a.m.
Grease Disposal
1. Grease disposal bins are provided in the Contest area. Teams must provide their own container(s) to
facilitate disposal of used cooking oil or fats in the designated grease disposal barrels.
2. Teams must ensure that they have disposal containers and procedures adequate to address the quantity of
grease generated by the exhibitor's booth operations.
3. Teams are responsible for ensuring that their members are fully trained on safe handling of grease and
disposal.
4. All grease should be disposed of in the designated grease disposal barrel.
5. Do not dispose of grease in trash receptacles.
6. Do not dispose of grease via the sewer system (culverts, drains, etc.).
7. Do not put other trash or materials in the grease disposal bins.
8. DO NOT dispose of used cooking oil in any manner on the Show grounds except into the appropriate
grease barrels. Violation could result in immediate expulsion from the Contest, revocation of future
invitations to the Contest, and/or written citation(s) issued by the Health Department.
Waste Water/Gray Water
1. Teams must properly dispose of waste water.
2. Waste water should be contained in a gray water tank (if applicable). Teams requiring a gray water tank
or pumping services should contact Superior Clean Can to schedule these services.
3. Teams must keep hoses, waste water, and other materials away from the storm drains and manholes.
4. To report a missed service, additional pump service, or to have an RV pumped, contact Superior Clean
Can at (512) 244-6300.
Trash
1. BBQ Austin will provide trash containers with trash liners in each team space.
2. It is the team's responsibility to empty the receptacles and place bags adjacent to team entrance for pick
up.
MOTORIZED VEHICLES
Teams, guests, or general public are not allowed to bring golf carts, motor vehicles, Segway personal
transporters (or similar two-wheeled, self-balancing electric vehicles), bicycles, roller skates/blades, skate
boards, remote-controlled toys, or any other motorized vehicle/apparatus, except wheelchairs, into the Contest
area.
ANIMALS
Animals are NOT permitted on the grounds except for Seeing Eye dogs or certified "human assistance" dogs.
19Any team member with an assistance animal must comply with the following guidelines:
1. The team must submit a copy of the paperwork demonstrating assistance animal certification to the BBQ
Austin Team Registration by January 30, 2018, in order for the animal to gain access to the grounds.
2. The assistance animal must remain on a leash and with the person requiring assistance at all times while
on the Show grounds.
3. To protect the health and well-being of all animals on the Show grounds, the team must provide current
health records, including vaccination records.
OTHER
1. Shoes and shirts are required at all times.
2. Clothing may not be of a political, discriminatory, or lewd nature. Any person wearing inappropriate or
not wearing appropriate clothing, as determined at the sole discretion of Show officials, will be asked to
leave the Contest.
3. Any unmanned aerial vehicles (UAV) and remotely piloted aircrafts (RPA), commonly known as drones
are strictly prohibited from the Contest.
CITY AND COUNTY REGULATIONS
HEATH & FIRE CODE
Austin/Travis County Health & Human Services Department, Environmental Health Services Division as well
as Travis County Fire Department documents are attached hereto. These documents (rules and regulations)
are mandated by these Heath and Fire Department. No exceptions to these rules will be granted. Adherence to
these rules is a condition of participation in the Contest. Any team failing to cooperate with these rules is
subject to immediate expulsion from the Contest and forfeiture of future invitations.
Here are some of the most important rules to abide by. However, it is the Chief Cook’s responsibility to read
the attached documents for everything.
1. Smoking is not permitted inside of any tent structure or within 20 feet of a tent structure. No
Smoking signs shall be posted at the entrance and within the tent.
2. Fire extinguishers shall be provided by each team per the following:
200-500 square feet of floor area: One (1) 2-A:10-B:C rated portable fire extinguisher.
501-1000 square feet of floor area: Two (2) 2-A:10-B:C rated portable fire extinguisher.
Each additional 2000 square feet of floor area or fraction thereof: One (1) 2-A:10-B:C rated
portable fire extinguisher.
At least one (1) 3A 40B:C rated portable fire extinguisher shall be provided by each team for each
kitchen, mess hall, power generator or transformer and at locations where flammable and
combustible liquids are used, stored or dispensed, and as required by the Fire Marshal.
A type K extinguisher is required for all locations where deep-frying is being conducted.
3. All extinguishers must have a current inspection date tag attached.
4. All tents, canopies, tarps, and decorations must be flame-retardant or be treated with an approved
material.
5. Combustible materials such as hay or straw may not be used inside or outside of any team space. Trash
and rubbish shall not be allowed to accumulate.
6. Outside generators are permitted after safety inspection. Contact Ashley to schedule inspection.
7. The required minimum width of each exit and pathway leading to the exit must be kept clear at all times.
8. Pits, heaters, or other heating/cooking/combustible equipment shall not be located adjacent to
20passageways, exits, or other combustible walls or materials.
9. Gas and liquid-fuel burning equipment may not be directly under any tent or temporary membrane
structure.
10. A metal pan constructed of a minimum of 18-gauge sheet metal shall be provided and placed under the
firebox of bar-b-que pits to catch live coals that may fall onto the ground. The dimensions of the pan shall
be such that it will provide complete coverage beneath any openings under the pit firebox.
11. Teams using hot coals must have a metal container with a lid to dispose of any hot embers.
12. Pyrotechnics of any kind are strictly prohibited.
ALCOHOL MANAGEMENT
Each team must comply with all pertinent laws and ordinances, including, but not limited to, Texas Alcoholic
Beverage Code. Failure to comply with laws, ordinances and rules will result in immediate expulsion from the
Contest and forfeiture of future invitations.
Each team must PROVIDE food when alcohol is being served.
Individual Responsibility
The Chief Cook will be held responsible for the conduct of team members, guests and any persons who are or
have been in the team space.
Requirements
Teams serving alcohol in their team space are required to use an appropriate number of TABC certified
bartenders. The team is responsible for determining the appropriate number and should follow these
guidelines:
The Texas Alcoholic Beverage Commission strongly feels that trained servers and managers are
better able to identify and prevent service of alcoholic beverages to minors and intoxicated
persons. The agency has certified courses for seller/server training. These courses cover the laws
applicable to the service of alcoholic beverages to minors, intoxicated persons, and others and
teach techniques to identify these persons and prevent sales to them.
At least one certified bartender should be provided for every 5 feet of bar space. Always round up
(so, a 1' bar rounds to 5' and one certified bartender).
The appropriate number of certified bartenders must be on duty during all hours that the Contest
is open to the public. Teams are encouraged to have certified bartenders on duty whenever
alcohol is served.
Teams utilizing self-service must ensure certified bartenders are present in the team space during
all hours that the Contest is open to the public.
Prohibited Behavior and Activities
Certain activities related to alcoholic beverages are strictly prohibited. Teams found to be engaging in
prohibited behavior or activities will be removed from the Contest and will not receive invitations to
participate in future Contests.
1. Teams may not distribute alcoholic beverages of any nature (e.g., Jell-O shots, etc.) outside their physical
boundaries. Teams found to be engaging in the service of alcoholic beverages to any persons outside their
space will not be issued an invitation to participate in future Contests.
2. At no time may a person under the age of 21 be served alcohol of any nature.
The Show prohibits service to a minor, even in the presence of a legal guardian, under its private
21club license.
Teams found to be serving minors or teams not protecting access to alcohol by a minor will be
immediately expelled from the Contest and will not be issued an invitation to participate in future
Contests.
Teams violating these rules may face legal action under Texas Alcoholic Beverage Code.
3. Alcoholic beverage service to the general public must end at 12:00 a.m. each night of the Contest.
4. Teams may not charge for beverage service, including "mandatory donations or tips."
5. Teams may not sell tickets to be redeemed for beverages, either prior to or during the event.
6. There will be no selling of commodities or materials to other teams during BBQ Austin or during set up.
LEGAL ENFORCEMENT AND SUMMARY
Rodeo Austin including its officers, directors, volunteers and agents and/or employees (herein called Rodeo
Austin), the County of Travis (herein called County), the City of Austin and BBQ Austin Contestants,
including parents, and/or legal representatives (herein called Contestant), agree that Rodeo Austin, County,
and City will in no case be responsible for any loss, damage or injury, regardless of how much loss, damage
or injury is occasioned by whom. Rodeo Austin and Contestant will protect, indemnify and hold harmless
Rodeo Austin from any and all claims, suits and/or judgments (including the cost of defense of any such claim
and/or suit by Rodeo Austin) brought by anyone as a result of any loss, damage or injury to any person,
animal or property occasioned by any action or inaction of Contestant, whether solely or in conjunction with
Rodeo Austin or anyone else.
The Rodeo Austin management reserves the final, absolute right to interpret rules and regulations and to
arbitrarily settle and determine all matters, questions, or differences in regard thereto, or otherwise arising out
of, connected with, or incident to Rodeo Austin and its activities. It further reserves the right to determine
unforeseen matters not covered by these rules and to amend or add to these rules as in its judgment as it may
determine necessary.
1. Failure of any Team Representative to abide by all rules, regulations, specifications, guidelines, and
requirements as set forth in the 2018 BBQ Austin, a Rodeo Austin Production, Team Handbook
and Contest Rules may, at the sole discretion of Rodeo Austin, result in forfeiture of all monies,
rights, and privileges.
2. BBQ Austin Leadership reserves the right to deny any Team participation at BBQ Austin that has
previously violated the BBQ Austin, a Rodeo Austin Production, Team Handbook and Contest
Rules.
3. By this reference, the Handbook is incorporated into and becomes a part of the Official Entry Form. By
signing the Official Entry Form, the Team’s Chief Cook agrees to abide by the provisions of this
Handbook. It is also agreed and assured that the Team’s Chief Cook has made all Team Representatives
aware of the contents of the Handbook.
4. Any incident of non-compliance with any part of this Handbook is considered a breach of
agreement and may be cause for immediate expulsion from the Contest.
Violations of the rules and regulations set forth in this Handbook will result in:
First Violation: verbal and written warning
Second Violation: $100.00 fine, payable upon assessment
Third Violation: $500.00 fine, payable upon assessment
5. Show policy promotes equal opportunities and participation for everyone with no distinctions based on
race, color, gender, sexual orientation, religion, disability, national origin or other considerations.
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